Required Knowledge, Skills, and Abilities
Ensuring that processes and procedures are being followed by staff by Supervising the processes within the team:
Ensure documents are delivered to clients timeously.
Ensure all supporting documents are attached as per client requirements.
Ensure all payments are allocated timeously.
Effective communication:
Effective communication with internal and external clients, maintain good relationships.
Staff communication:
Ensure staff are well informed through open communications, regular staff meetings etc. Provide regular and consistent feedback.
Build a good team spirit with all colleagues.
Feedback as to whether tasks are completed in time and also attitude towards assisting others.
Teamwork, assist your team as well as fellow colleagues as and when required.
Client Liaison:
Attend client meetings at their premises.
Regular meetings to be held with clients, between CGM, Debtors Controller and Debtors Supervisor.
Monitor and maintain age analysis:
Clients to pay as per agreed terms.
To ensure that deliveries of documents are delivered to clients timeously.
Monitor age analysis weekly.
Queries:
Resolve queries within 24 hours.
HC People and Performance Management
Effective management of the Team.
Staff appraisals to be completed and Performance Development Plans to be created for staff who are not performing.
Assistance with recruitment, selection and appointments of candidates.
Ensure Payroll and HR receive the necessary forms for the staff members personal files, deadlines to be met.
Training and Development of Staff.
Delegation of work to staff and effective management thereof.
Coach, mentor and provide guidance to staff where necessary.
Ensure staff are aware of Code of Conduct and Company policies.
Drive cost reduction within the team.
Facilitate an effective handover process between staff when staff leave the company or go on leave.
Hold monthly One on Ones with individual staff members in a closed environment.
Hold monthly meetings with the team and encourage staff to address issues.
Ensure work area is neat and tidy at all times for yourself and your team.
Ensure one�s (Out of Office) is on when one is not in the office.
Advise IT to put on the (Out of office) when one is off sick.
Redirect emails to someone else�s mailbox if necessary.
Knowledge of staffs Job descriptions and ensuring they are adhered to.
Drive TTS Vision and Step Up Program to staff.
Create a pleasant working environment.
Control checking:
Quality control check supporting documents to be delivered to clients.
Monitor the clients card statement every second month to pick up an irregularities.
Run the Open Item accounts monthly, monitor and review the outstanding balances. Assist staff where necessary to clear.
Ensure consistent and accurate filing and storing of TTS records and working documents.
Manual Swiping and journal entries:
Ensuring all reversals and declined transactions are processed manually to the card (Amex).
Ensure that all Debtors Journals are processed timeously.
At month end, there should be no amounts outstanding on the age analysis for Credit Card accounts.
Minimum risk:
Ensure that the company is not at risk for Finance charges.
Advise new clients of the interest implications should they pay their card late.
Assist Manager on Ad-hoc tasks:
Any task assigned to you by your manager.
Report any irregularities known to you.
Assist fellow colleagues as and when necessary.
Reporting:
Supply Management with reasonable and accurate figures to assist with decision making.
Database:
Raise concerns with the relevant department for incorrect client setup, fee setups etc.
Regular checks to be done on all clients for correct setups.
Risk Management:
Identification and reporting of Key Risk areas to management and solutions thereof.
Project Management:
Be a leader on new projects/processes with your divisions.
Complaints:
Analysis of feedback from clients and the operations team and appropriate action taken to prevent complaints going forward.
Leadership and Innovation:
Look at new ways of doing things; critically analyze procedures & systems in a view to continuously improve upon them.
Implement new ideas and create buy in.
Audit:
Assist Auditors with requests with a shortest possible timeframe.
Adhoc Tasks:
Attend to any Adhoc tasks delegated to you by Management.
Disputing of Fraudulent charges with Card Company.
To ensure that all fraudulent charges are communicated/ disputes with the relevant card company with 30 days.
Risk and Internal controls:
To ensure that all process is adhered to.
To also monitor that all controls and process in place are effective and followed by all staff members.
Constantly look out for risk items in your area of responsibility.
Report back to management.
